ctcLink Advisor Homepage > My Advisees Tile

1. Begin at the ctcLink Advisor Homepage.
2. Select the My Advisees tile.
3. The My Advisees page displays.
4. Locate the appropriate assigned advisee.
5. Select the Advising Notes icon for the advisee.

1. The Advising Notes page displays.
2. Select the Create a Note button in the upper-right corner of the page.
3. The Advising Notes page displays for the new note.
4. Select or confirm the Institution.
5. Select a Category.
6. Select a Subcategory.
7. Enter text in the Subject field to briefly identify the purpose of the note.
8. Confirm the Status is Open.
9. In the Advisee Access field, select Yes to allow the student to view the note.
10. Review the Assigned To field. Your user ID defaults into this field as the advisor. If applicable, enter another staff member's ID to assign the note to that individual.
11. Select a Contact Type, if applicable.
12. Select the Add Note Item button.

1. The Add a New Note Item pop-up box displays.
2. Enter the note/message in the Add a New Note Item text box.
3. Select Apply.
4. The Advising Notes page displays with the Note Items section updated.
5. Review the following information:
   • Note Item Nbr displays the number assigned to the note item.
   • Entered By displays your username.
   • Entered On displays the current system date.
   • Comment displays the message entered for the note item.
6. Select Add Action Item to add a follow-up action to the advising note.

1. The Add Action Item pop-up box displays.
2. Enter the action item in the Description field.
3. Set Action Item Status to Incomplete.
4. Select the calendar icon for the Due Date field.
5. Select the appropriate Due Date.
6. Select Apply.
7. The Advising Notes page displays with the Action Item section updated. Action items are staff-facing only and are not visible to the student.
8. Review the following information:
   • Action Item Nbr displays the number assigned to the action item.
   • Entered On displays the current system date.
   • Description displays the action item description.
   • Action Item Status displays Incomplete. Once the action is completed, update the Action Item Status to Complete, based on your college’s business practices.
   • Due Date displays the selected due date.
9. Select Add Attachment if an attachment needs to be included with the advising note.

1. The Add Attachment pop-up box displays.
2. Select Upload Attachment.
3. The File Attachment pagelet displays.
4. Select My Device to locate a file on your device.
5. The file selection window for your device displays.
6. Locate and select the appropriate file, and then select Open.
7. Select Upload.
8. Confirm the Upload Complete status displays.
9. Select Done.
10. The Add Attachment box displays.
11. Select View Attachment to verify the uploaded file, if needed.
12. A new browser tab or window displays the attachment or provides options to open or save the file.
13. After verifying the attachment, close the browser tab or window containing the attachment.
14. Return to the Edit Attachment pop-up box.
15. Select Apply.

1. The Advising Notes page displays.
2. Verify that the Attachments section shows the uploaded file information if you added an attachment.
3. Review the advising note information for accuracy.
4. Select Submit in the upper-right corner.
5. A confirmation message displays asking whether you want to continue.
6. Select Yes.
7. After submitting the note, select Notify in the upper-right corner if you need to send a notification.
   • The notification step is optional. If a notification is not needed, continue to the Validation section.
8. To make changes to an existing advising note, select the Update Note button. Update the applicable note information, Note Items, Action Items, or Attachments, as appropriate.

⚠️Note: If an advising note was entered in error, authorized staff may remove individual comments, attachments, or action items when appropriate. However, staff cannot remove the original advising note; it remains part of the student’s record. Use Update Note to make applicable changes to the note; this option does not remove the original advising note.

1. The Notify pop-up box displays.
2. In the Recipients section, select the Notify checkbox for the recipient or use the Lookup icon (magnifying glass) in the Send Notification section.
3. Enter one or more of the following search criteria:
   • First Name
   • Last Name
   • Empl ID
4. Select Search.
5. In the Search Results, select the checkbox for the appropriate recipient.
6. Select Continue.
7. The Notify box displays.
8. Enter a comment in the Additional message field, if applicable.
9. Select Send.
10. Select Yes to continue or No to go back and make changes.
11. A confirmation message displays.

1. The Advising Notes page displays.
2. Select the Advising Notes button at the top left of the page.
3. Validate that the new Advising Note appears in the Advising Notes list.
4. Process complete.